Document Actions
1.
Visibility Overview
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The KMS does not have a workflow system in the sense that the DMS does. Content does not go through a series of states such as Active, Review, Reviewed, and so on. The KMS instead allows users with sufficient permissions to assign a visibility to each object. The possible visibilities are:
- Everyone
- Members
- Preparers/Reviewers/Managers
The same set of visibilities are used for each content type: Folders, Tutorial Sections, Tutorials, and so on, including the KMS Areas themselves.
The visibility simply controls who may view the object. Preparers, Reviewers and Managers can always view an object, but it is possible to set the visibility so that others may or may not as well. If the visibility is set to Members, then any logged in user may view that object. If the visibility is set to Everyone, than anyone who can reach the site can view the object, even those not logged in. In practice, setting the visibility to Everyone will be done often simply to relieve staff from having to log in to view certain content. Firms should be careful though when using this visibility setting. Firms may also use the Everyone visibility setting to present some content to clients or potential clients.
For a user to be able to view any given item, they must have permission to view that item as well as all the folders above it. For example, if a Tutorial is within a Tutorial Section, which is within a KMS Area, a user must have permission to view the KMS Area and the the Tutorial Section and the Tutorial in order to actually view the Tutorial.